Job Description:

HORNE is a professional services firm founded on a cornerstone of public accounting. As a top 25 business advisory firm, our 2,000+ team members serve clients from offices and project locations across the nation and Puerto Rico. Our Government Services practice is at the forefront of economic recovery programs nationwide with one of the most experienced and innovative teams anywhere. Our team provides program and project management, compliance, grant management, subject matter expertise and disaster recovery solutions needed to help government agencies affect positive change.

Administrative Assistants responsible for managing the day-to-day office functions; maintain the departmental or facility calendars. The person will be the primary point of contact for office logistics and coordination. You will manage reception functions, office maintenance, and other general office functions as assigned. Reports to and gives support/assistance to the Office Manager.

This position is based in Puerto Rico and requires full time attendance in the HORNE San Juan office.

Essential functions

• File Documents  


• Provide client approved documents and general templates to program stakeholders


• Keep and maintain an inventory of the updated documents per Program


• Prepare and redact communications and/or letters of the Programs


• Prepare Sector Monthly Report and compile the respective supporting documents related to such report


• Check daily the team members needs in order to understand how to assist in the task’s completion


• Review the Weekly and Bi-Weekly Reports and ensure they are sent/delivered before due date  


• Manage documents formatting


• Manage copy/edit on documents


• Keep files up to date in document management system


• Manage Document Management in Grant Management Software


• Prioritize schedules, maintain calendar, and develop a system of follow-up for projects, meetings, and issues to assure the programs operate efficiently and effectively. Arrange and coordinate details for meetings, conferences, and special events. Make travels arrangements, as necessary.


• Assist with office set up including meeting coordination, equipment set up, material preparation and availability.


• Warranty excellent client service (internal and external)

 

Supervisory responsibilities

N/A

Work environment

 Office environment / HORNE Offices

Physical demands

• Prolonged periods sitting at a desk and working on a computer.


• Must be able to lift up to 15 pounds at times.

 

Travel Required

 0-10%

Required Education and Experience

• Associate Degree or equivalent experience required; Bachelor’s degree preferred


• Minimum of two (2) years' experience in a professional office environment


• Must know how to draft letters, meeting minutes, memorandums, etc.


• Should be able to attend to document management.


• Should be able to schedule meetings and provide follow-up to subrecipients on administrative program matters.


• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.


• Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.


• Advanced computer and office equipment skills including but not limited to scanners, copiers, printers, binders, projectors, video conferencing equipment, and multi-line telephone system


• Advanced Microsoft Office skills are required


• Self-starter, detail oriented


• Ability to work within deadlines


• Fluent in Spanish and able to write in English.

Preferred Education and Experience

• Knowledge in project management software tools, methodologies, and best practices. Proficiency in the basic MS Office tools including Excel, Power Point as well as Visio & Smartsheet.

HORNE Values…

• A forward thinking, anticipatory professional driven by a passion to pursue your full potential and dreams.


• A work environment that promotes collaboration, consistency, and community service to empower people.


• An inclusive culture that promotes career/life integration and invests in developing people in areas of focused expertise.

HORNE Offers…

• An unrivaled distinctive, special culture that values collaboration, innovation, and positive energy which HORNE calls “Deliver with Care.”


• A team of professionals grounded in strong, personal relationships and a sense of belonging to a common purpose for adding value and making a difference.


• A dedicated team of individuals from diverse backgrounds working together to leave our clients better than we found them.


• “Fearless Unrivaled Flexibility” – It’s about results, not the hours you work.

 

The firm you’ll be joining is a decidedly different business advisory firm. HORNE goes beyond traditional accounting to collaborate, advise, and align with clients to transform rapid change and uncertainties into opportunities for growth and profitability.  

We are a team that focuses on reaching our full potential, rewards high performance, and prioritizes leadership development for every team member.  HORNE emphasizes health and personal development through our multiple wellness programs, and we pride ourselves on offering "unrivaled flexibility".  Despite our size, HORNE takes time to recognize, support, and celebrate one another's successes, working together for the highest good.  Come join us at team HORNE!

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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